GUIDELINES FOR
ORGANISING CONFERENCES WORKSHOPS SEMINARS IN COLLEGES (w.e.f. 2012-2013)
NOTH MAHARASHTRA UNIVERSITY JALGAON-425 001 www.nmu.ac.in
Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 1 of 10
GUIDELINES FOR ORGANISING CONFERENCES WORKSHOPS SEMINARS IN COLLEGES 1. INTRODUCTION The scheme provides financial assistance to Institutions for organizing Conferences, Workshops and Seminars at State, National and International levels in various fields. Further, the scheme intends to promote high standards in Colleges by way of extending facilities to teachers, researchers and students, by providing a forum for sharing their knowledge, experiences and research findings. 2. OBJECTIVE The basic objective of the scheme is to bring together academicians and experts from different parts of the country and abroad to exchange knowledge and ideas. This will provide an in-depth analysis of subjects and update the knowledge of the participants from academic/research institutions. 3. Eligibility/ Target Group Financial assistance under the scheme is available to affiliated Colleges/recognized institutes. 4. NATURE OF ASSISTANCE AVAILABLE UNDER THE SCHEME The nature of assistance available under the scheme to Colleges will be under the following categories: 4.1
UNIVERSITY/STATE AND NATIONAL LEVEL CONFERENCES/ WORKSHOPS/SEMINARS: A College may be assisted for hosting: (a)
Seminar/ Workshop/ Conference in collaboration with recognized academic associations/academic bodies, academic/professional institutions or associations of business/ industry. A letter from the academic association/ academic body or academic/ professional institution or association of business/ industry, as applicable, must be furnished with the application.
Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 2 of 10
There should be Call for Papers and Delegate Participation through academic journals/website. A College may host up to one State/ National level activity in a year. The participants may be provided free board and lodging by the host institutions wherever it is possible. Participants may be charged registration fees. The daily expenditure on foreign participants should not exceed Rs.2000/- per day per head for board and lodging. However, payment for travel from outside India is not permissible under this scheme. For foreign participants, expenditure can be incurred on traveling allowances, only for travel within India. Traveling allowances for outstation participants may be limited as per College rules where the activity is being organized. 4.2
INTERNATIONAL CONFERENCES: An International Conference may be organized once in a year by a College with prior clearances from the Ministry of External Affairs, Government of India. A certificate from the Government of India must be enclosed along with the proposal. The participation of foreign delegates is a must. The University assistance will be up to Rs.50,000/- only. For other details, Section 4.1 may be followed.
4.3
4.4
CEILING OF FINANCIAL ASSISTANCE BY THE UNIVERSITY: i.
State Level Conference/ Workshop/ Seminar Rs.5,000/-
ii.
National Level Conference/ Workshop/ Seminar Rs.10,000/-
iii.
International Conference/ Workshop Rs.20,000/-
The grant may be used for the following items: a. b. c. d. e.
TA (within India) and honorarium (Rs.1000/- per day) for Resource Persons (not belonging to the organizing institution) TA (within India) for Paper Presenters (not belonging to the organizing institution) Pre-Conference printing (Announcements, abstracts, etc.) publication of Proceedings Local hospitality, including board and lodging (may be restricted to 25% of the total allocation from the University)
Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 3 of 10
5. PROCEDURE OF APPLYING FOR THE SCHEME : The Colleges which wish to avail of financial assistance under this scheme should submit their proposal in the prescribed Proforma (Annexure-1) to the Director, BCUD. Funds once released/ sanctioned for organizing a particular activity cannot be utilized for any other Programme. A College may submit the proposal on or before 30th September of the year. The College may conduct the activity, if it so desires, at its own risk, before the approval of financial assistance from the University. It is not mandatory for the University to accept all proposals. 6. PROCEDURE FOR APPROVAL : The Committee constituted for the said purpose will consider the proposals and give recommendations. The final decision will be taken by the Hon’ble Vice Chancellor, keeping in view the recommendations made by the Committee and the availability of funds for the scheme. In case the event is cancelled, the funds will have to be returned back to the University immediately. Prior permission of the University is required in case the date(s) and/or venue for the activity (activities) is (are) changed. 7. PROCEDURE FOR RELEASE OF GRANTS.: After the University’s approval of the proposal, the approval letter for the activity will be sent to the College. The amount sanctioned can be spent under the approved heads/ items within the allocation under the respective heads/ items will be released on the receipt of (i) Feedback form, duly completed (ii) duly audited Utilisation Certificate of the total expenditure incurred which must be signed by the Convener & \ Principal of College/Director of the institute (iii) two copies of proceedings, to be submitted within two months after the activity to the office of BCUD. A College may submit applications in a financial year, only if accounts of grants sanctioned during the earlier financial years have been settled.
Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 4 of 10
Annexure-1 NORTH MAHARASHTRA UNIVERSITY SECTION - A PLEASE TICK (√) THE APPROPRIATE ITEM 1. ACTIVITY Conference
Workshop Seminar
2. GEOGRAPHICAL State Level National International COVERAGE 3.
Name of Conference /Workshop/ Seminar:
4.
Dates fromTo Total no. of Days
5.
VENUE:
6.
NAME AND ADDRESS OF ORGANISING COLLEGE : College Name :………………………………………………. Department(s)
:………………………………………………
Address
:……………………………………………….
E-mail Pin 7.
:………………………………………………. :……………………………………………….
NAME &DESIGNATION OF CONVENOR/ ORGANISING SECRETARY: ………………………………………………………………..…………………… …………………………………………………………..…………………………
Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 5 of 10
8.
BROAD DETAILS OF ESTIMATED EXPENDITURE (In Rupees) FOR WHICH FINANCIAL ASSISTANCE IS SOUGHT a.
TA (within India) and honorarium (Rs.1000/- per day For Resource Persons
: …………………………
b.
TA (within India) for Paper Presenters
: ……..……………………
c.
Pre-Conference printing
: ………………………… : …………………………
(Announcements, abstracts, etc.)
: …………………………
d.
Publication of Proceedings
e.
Local Hospitality including board and lodging: ………………………… (may be restricted to 25% of the total allocation from the University) (GRAND TOTAL) Rs. …………………………
9.
DETAILS OF ASSISTANCE SOUGHT FROM OTHER SOURCES:
(Registration fee from participant, sponsorship etc) 10.
DETAILS OF PREVIOUS GRANT RECEIVED BY THE ORGANISING COLLEGE FROM THE UNIVERSITY IN THE PAST
University Sanction letter No.& Date
Name of Activity (Seminar/Conference, etc.)
Amount Sanctioned(Rs)
Whether accounts have been settled
1. 2. 3.
11.
DETAILED PROPOSAL OF THE ACTIVITY A. Title of the activity: B. Background including details of past events organised on the proposed topic: C. Aims/ Objectives (in at least 500 words):
Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 6 of 10
D. Target audience/ participants with expected number: E. Details of Sessions: Please mention themes/ topics to be covered under each Business/ Technical Session and names of Resource Persons: F. Expected outcome: 12.
If International, whether clearance from Government of India has been obtained [If Yes, please attach supporting documents]
13.
In case of International Conference kindly give resources for International travel:
14.
In case the College is hosting Annual Conference of academic association/academic body or collaborating with any other association/ body/ institution, please attach document [as per Section 4.1(b)]
Signature of Convenor/Organising Secretary
Signature of Principal of College/Director of Institute
Place: Date:
Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 7 of 10
Annexure – II FEEDBACK FORM SCHEME CONFERENCES/WORKSHOPS/SEMINARS INCOLLEGES 1)
University Sanction Letter No & Date: a)
Amount sanctioned:
b)
Amount released:
2)
Name of the Convenor/ Organising Secretary
3)
Name and Address of the College
4)
Title of the Activity:
5)
Date(s): from
6)
Venue:
7)
Total no. of participants proposed and actually attended:
to
Proposed
Attended:
8)
Total no. of papers presented (with title):
9)
No. and Date of the offer letter Letter No
Date
10)
Total amount sanctioned Rs.
11)
Total expenditure incurred in conducting the Activity:
12)
Grant received from various agencies other than the University for this Activity Sl. No.
Name of Agency
Grant Received
Total:
Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 8 of 10
13)
Details of internal revenue, if any, generated by the Institution/ Department on account of this Activity:
14)
Briefly mention about the technological/ academic or any other benefit generated by conducting this Activity with respect to a) the institution b) the faculty, c) students, d) industry/ society:
Name & Signature of Convener & Name & Signature of Organizing Secretary Principal of College/Director of the Institute
Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 9 of 10
FORMAT FOR UTILIZATION CERTIFICATE University Sanction letter No. Title of the Conference/Workshop
:
Name of the Convenor/Organising Secretary
:
Sanction No. & Date
Details of expenditure incurred itemwise
Duration of No. of Participants the ( Activity with dates)
1. TA and honorarium for Resource Persons 2. TA for Paper Presenters 3. Pre-Conference printing (Announcements, Abstracts, etc.) 4. Publication of Proceedings 5. Local hospitality Total:
Total expenditure Amount Sanctioned
……………………………………………………………………… Name and signature of Organising Secretary/ Convener
……………………………………………………………………… Name & Signature of Principal/Director of College/Institute (with seal)
……………………………………………………………………… Signature (with seal) of the Govt. Auditor/ Chartered Accountant Form Ref.:BCUD/11A/Conference/workshop/seminar (University Fund) [ conferenceseminar08.doc] Page 10 of 10
